Washington Remote Online Notary — RON Endorsement Requirements

What RON Authority Lets You Do in Washington

Remote online notarization removes the physical presence requirement entirely. Instead of sitting across a desk from your signer, you connect through a state-approved audio-video platform. The signer shows ID on camera, answers knowledge-based authentication questions, and signs electronically while you watch through the live feed.

Washington authorized RON under RCW 42.45.280, and the Department of Licensing manages the endorsement. The RON endorsement itself carries no additional state fee — but it requires two prerequisites that many applicants overlook.

The Two Prerequisites You Must Have First

You cannot apply for RON authority directly. Washington stacks its endorsements sequentially:

1. Active traditional commission — the base $40 application through the DOL
2. Electronic records notary public endorsement — an additional $15 fee

Only after both are active can you request the remote endorsement. This sequential requirement catches people who assume they can jump straight to remote notarization. You cannot.

If you are starting from scratch, apply for the base commission and electronic endorsement simultaneously ($55 total) to save time. Once both are approved and you have registered your tamper-evident software provider with the DOL, you are eligible for the RON application.

The Email Application Process

Washington's RON application is unusual: there is no formal application form. Instead, you email the DOL directly at [email protected] with the subject line "Remote Online Notary Endorsement Application."

Your email must include:

• Your full commissioned name (exactly as it appears on your commission certificate)
• Your commission license number
• The date you applied for or received your electronic records endorsement
• The exact name of your chosen state-approved RON platform provider

The DOL processes the email, updates your licensing profile, and sends a confirmation of remote authority. You must not perform any remote online notarizations until you receive that confirmation — doing so violates your commission terms.

Choosing a Compliant RON Platform

Your RON platform must meet Washington's technical requirements under WAC 308-30-310:

• Knowledge-Based Authentication (KBA): The platform must verify the signer's identity through dynamic quiz questions drawn from public and proprietary databases
• Credential analysis: Government-issued ID verification using automated security checks
• Tamper-evident technology: Documents must be sealed so any post-signing alteration is detectable
• Secure audio-video recording: Every session must be recorded and stored

Platforms like Proof, BlueNotary, and SigniX meet these standards. Each platform charges its own subscription or per-transaction fees — these are separate from the state's licensing costs.

The 10-Year Recording Requirement

This is the compliance obligation that has the most long-term impact. Under Washington law, you must retain password-protected, secure audiovisual recordings of every remote notarization session for a minimum of 10 years.

That means if you perform a RON session today, you are responsible for keeping that video file accessible and secure through 2036. Storage costs, backup systems, and data security all become ongoing operational concerns.

Most RON platforms include cloud storage in their subscription, but verify the retention terms. If your platform shuts down or you switch providers, you remain personally responsible for those recordings. Download backups periodically and store them in a second secure location.

Paper Remote Online Notarization (Coming January 2027)

House Bill 2158, signed into law in March 2026, introduces a new variant: Paper Remote Online Notarization (PRON). Effective January 1, 2027, this allows remote online notaries to witness the signing of physical paper documents via audio-video technology.

The process adds several steps beyond standard RON:

• The signer displays the tangible paper document on camera during the session
• The signer signs a declaration under penalty of perjury, also shown on camera
• Within three days, the signer mails the signed document and declaration to the notary
• The notary attaches a specialized certificate confirming they witnessed the signing remotely

PRON bridges the gap for situations where electronic documents are not practical but in-person meetings are not possible. The DOL is developing implementation rules ahead of the January 2027 effective date.

Your Physical Journal Still Applies

Even for fully remote sessions, Washington requires you to maintain a single physical, bound journal with pre-numbered pages. Every notarial act — traditional, electronic, and remote — gets logged in the same book. The journal is your personal property and must be stored under your exclusive control.

The Washington Notary Commission guide covers the complete endorsement stacking sequence, platform selection criteria, and the recording retention system you need to set up before your first RON session.

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